About ICL Academy

A new model of private online education: Connecting academics, student passions, and industry experts. ICL Academy is an online private school for grades 5-12 that aims to solve many problems facing in-person and online schools by focusing on student engagement through a personalized, blended approach that combines academics with personal passions. Its founder, Kirk Spahn, is a fourth-generation educator with over 20 years of experience specializing in digital education and youth civic engagement. ICL Academy is powered by 150 years of academic excellence. It builds on the track record of success of the Institute for Civic Leadership, a nonprofit founded in 2001 that has inspired, educated, and supported a new generation of youth civic leaders to take positive action in their local and global communities. 

ICL Academy also partners with industry experts who serve as master teachers and Champion Mentors. ICL Academy is grateful to have amazing Champions such as Novak Djokovic, Steve Nash, Bode Miller, Monica Seles, Vincent Zhou, and so many more supporting its community of students and families. ICL Academy has quickly become the #1 online school for kids pursuing their passion. 

Position Summary:

The School Coordinator serves as a key point of contact for students, families, and internal staff, providing administrative and operational support to ensure efficient day-to-day school operations. This role manages inbound phone/email communications, supports admissions, registrar, and placement processes, maintains accurate records within the CRM, assists with data management across school platforms, and provides support to the Records Department on student record requests and special projects.

Job Duties and Responsibilities:

Admissions Support (50%)

• Answer and manage incoming calls to the ICL Academy general phone line.
• Respond to inquiries professionally and direct callers to appropriate departments or staff members.
• Schedule appointments for prospective students, families, admissions representatives, and current/incoming students with the academic advisors.
• Accurately document call notes, inquiries, and interactions within the CRM.
• Assist with maintaining data integrity by supporting data transfer and synchronization between the CRM and school information systems (SIS).
• Support admissions with administrative and data-entry tasks as needed.

Registrar and Placement Support (50%)

• Create new student and teacher accounts in Gmail/Genius/Buzz/Zoom
• Input and maintain accurate student data in SIS.
• Assist with the withdrawal process in Genius/Buzz.
• Compile cumulative files for incoming students.
• Update the SIS to reflect students’ enrollment status and demographic data.
• In partnership with the Registrar, update students’ records to include academic subjects and grades.
• Support the registrar in updating transcripts and requesting official transcripts.
• Upload academic records for new students.
• Onboard and assist in the transition of new school students and families.
• Create usernames and passwords for students and families.
• Maintain confidentiality of student information in compliance with applicable privacy regulations and school policies.
• Perform additional duties as assigned to support school operations.

Job Requirements, Skills, and Experience:

• High school diploma or equivalent required; associate/bachelors degree strongly preferred.
• Previous experience in administrative support, customer service, admissions, education, and/or a related field is strongly preferred.
• Experience using CRM systems, preferably HubSpot, is strongly preferred.
• Experience using SIS systems is strongly preferred.
• Strong organizational skills with attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite, Google Workspace, and other web-based applications.
• Ability to handle confidential information with discretion and professionalism

Benefits:

• Sponsored Medical, Dental, and Vision benefits
• Sponsored 401K Plan
• Sponsored $50K Life Insurance included for all employees
• Flexible PTO
• Remote/Work from Home and flexible hours
• Professional development

ICL Academy is proud to be an Equal Opportunity Employer committed to creating a diverse workforce. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability, veteran status, or any other status of an individual or that individual’s associates or relatives that is protected under applicable federal, state, or local law.